Local Partnership Orientation Training. Module 3: Local Partnership Systems & Accountability Overview

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1 Local Partnership Orientation Training Module 3: Local Partnership Systems & Accountability Overview

2 Training Modules for SC First Steps Local Partnership Orientation Module 1: Orientation - What is SC First Steps? Module 2: Local Partnership Structure & Functions Module 3: Local Board Systems & Accountability Overview Your Local SC First Steps Partnership

3 Agenda SC First Steps Partnership and Program Accountability Standards: Governance and Operations Standards Fiscal Accountability Standards Collaboration/Community Engagement Resource Development Data and Evaluation Annual Grant Process Annual Reporting

4 Intended Outcomes Participants will have a basic understanding of SC First Steps accountability systems including: What the SC First Steps Partnership and Program Accountability Standards are and where to find them Key local partnerships and board responsibilities as specified in the SC First Steps Partnership Accountability standards The SC First Steps data and evaluation system The annual grant process and annual reporting

5 Documents Needed to Complete this Training Please reference the following documents located on the SC First Steps website: SC First Steps Partnership and Program Accountability Standards (hyperlink: content/uploads/2015/08/fy17-first-steps- Standards-FINAL pdf) SC First Steps Operations Manual (hyperlink:

6 Accountability Standards The SC First Steps Partnership and Program Accountability Standards outline the expectations of local SC First Steps Partnerships with regard to all programmatic, operational, financial, and administrative activities, including: Governance and Operations Fiscal Accountability Collaboration/Community Engagement Resource Development

7 Governance and Operations Standards Overview ( Governance and Operations is found on Section 1, Page 5 of the FY17 Partnership Accountability Standards) The local partnership board s responsibilities include, but are not limited to: Developing a strategic long-term plan based on the county needs and the state strategic plan Adhering to local partnership By-Laws, Operating Procedures, and Grant Agreement (ask your Executive Director or state office staff for copies to review) Implementing program strategies in accordance with the Partnership and Program Accountability Standards Meeting as a full board AT LEAST once every quarter Conducting all meetings, elections, and record disclosures in accordance with the Freedom of Information Act (FOIA) and IRS disclosure requirements Operating in accordance with applicable state and federal laws pertaining to non-profit organizations ANNUALLY adopting and reviewing the Conflict of Interest policy Adopting and maintaining a Whistleblower policy

8 Governance and Operations Standards Overview ( Governance and Operations is found on Section 1, Page 5 of the FY17 Partnership Accountability Standards) The local partnership responsibilities, include, but are not limited to: Adhering to the policies and practices outlines in the SC First Steps Operations Manual Collecting and entering data in a timely matter in the FS Data Collection System for all programs/strategies Ensuring that an equitable work environment is provided Complying with all contractual and legislative deadlines (Annual Report and Renewal Plan)

9 Fiscal Accountability Overview This is a general overview of the fiscal responsibilities of local SC First Steps partnerships. The following resources will be helpful in learning the fiscal system: SCFS Operations Manual (on the FS website under Local Partnership Resources ) Local Partnership Budget Spending Plan (BSP) Annual partnership audits

10 Fiscal Accountability Overview A Regional Finance Manager (RFM) serves as local partnerships fiscal agent. Some major tasks of the RFMs are listed below: Only RFMs have access to bank accounts and authorization to sign checks Manage county bank accounts and balances; reconcile bank accounts Compile payment authorizations and invoices Enter spending and revenue data into the accounting system Provide quality control for all invoices and payments Ensure proper classification of expenditures Pay/issue checks for all Process payroll Perform cash-on-hand analysis Generate audit financial reports Assist in the development of annual budgets

11 Fiscal Accountability Standards Overview ( Fiscal Accountability is found in Section 1, Page 7 of the FY17 Partnership Accountability Standards) On an ongoing basis, the local partnership board and staff will monitor the financial condition of the partnership. Responsibilities include: Adhering to fiscal deadlines in SC First Steps Operations Manual Monitoring the financial condition of the partnership Ensuring that funds granted to the partnership by SC First Steps BOT are spent in a timely manner in service to children w/in service area Presenting/reviewing financial reports at ALL local partnership meetings Reviewing financial controls annually

12 Resource Development Standards Overview ( Resource Development in found in Section 1, Page 9 of the FY17 Partnership Accountability Standards) The local partnership board responsibilities include, but are not limited to: Engage in resource development responsibilities that maximize the use of in-kind and cash contributions to the partnership Develop and submit a Resource Development Plan (as part of Renewal Plan) Conduct fundraising activities in an ethical and fiscally responsible manner Seek opportunities to collaborate with other partnerships and/or agencies/organizations to raise funds to meet the needs of at-risk children

13 Collaboration/Community Engagement Standards Overview ( Collaboration/Community Engagement is found on Section 1, Page 8 of the FY17 Partnership Accountability Standards) The local partnership responsibilities, include, but are not limited to: Annually submitting a needs and resource assessment and update the assessment every three years Participating in and documenting efforts to mobilize the community to focus efforts on providing support to families and young children Developing an annual Community Education and Outreach Plan Serving as a local portal connecting families of preschool children to community-based services

14 Data and Evaluation This is a general overview of the data and evaluation responsibilities of local SC First Steps partnerships. The SC First Steps Data System: Lists performance standards by strategy Specifies what data should be collected Specifies where data should be stored Data system reports can be generated, if applicable

15 Data and Evaluation First Steps Data System (FSDC) Web-based, password-protected Used by local partnerships and vendors to track program data: Projected to Serve all strategies Cases Data intensive programs such as home visitation, scholarships that track individual client data Outputs numbers served for non-intensive programs such as child care training

16 Data and Evaluation External Evaluation Required by legislation, and local partnerships required to participate. The SC First Steps external evaluation schedule must include: Overall impact evaluation every 5 years (used to be 3 years) Latest evaluation: 2014 (Completed by Compass)

17 Data and Evaluation 2014 External Evaluation Findings: SC First Steps public-private structure and model of shared governance generate a high degree of value-added at both the state and local levels. SC First Steps is finding and serving the state s most high-need clients. SC First Steps is meeting legislated goals. SC First Steps has a statewide fiscal and programmatic accountability structure in place to guide and provide oversight to local partnerships. This structure supports the translation of state-level priorities into practice. At the state and local levels, SC First Steps serves as the battery powering many of the state s key early childhood conversations and practices. Recommendations: Review and refine its evaluation design to align with new evaluative and accountability requirements. Consider discussions and strategies for ongoing systems development.

18 Annual Grant Process SCFS State Board of Trustees (BOT) sets proposed allocations (based on funding formula) and approves standards for the coming year (March) Renewal Plan Application (due early May) SCFS TA review of renewal plan and data system for compliance with Partnership and Program Accountability Standards SCFS staff recommend approvals to SCFS BOT Program and Grants (P&G) Committee P&G Committee presents to full board as action item (June) Grant Agreement Sets terms and conditions for local partnership funding from the SC First Steps Board of Trustees Any conditional approvals included in separate attachment. Local partnerships must develop and implement a compliance plan for each conditional approval.

19 Annual Reporting Partnership annual report due October 1 (per SC First Steps legislation) Template provided by SCFS Numbers Served Spreadsheet SC First Steps annual report due December 1

20 Program Accountability Standards In this training, you learned general information on the current systems that are in place to ensure local partnerships run smoothly and effectively. There are also Program Accountability Standards for each SC First Steps program that a partnership operates. Please review SC First Steps Partnership and Program Accountability Standards for specific accountability information on your county s programs.

21 Training Modules for SC First Steps Local Partnership Orientation Module 1: Orientation - What is SC First Steps? Module 2: Local Partnership Structure & Functions Module 3: Local Partnership Systems & Accountability Your SC First Steps Partnership